Scheduling Reports

Owned by Steve VanDyke
Last updated: Sept 07, 2017
4 min read

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About Scheduled Reports

The following information applies to Scheduled Reports

Schedules are user specific - A schedule created by you is not visible by other users on the project.

Schedules are project specific - A schedule created in Project A is not available in Project B and will not include data from Project B.

Scheduling Options

The Schedule Report Wizard has three sub tabs. The Recurrence and Recipients tabs are required, and the Filters tab is optional.

  • Recurrence - Specify the name and format of the report and when the report should be sent out.
  • Filters - (optional) Add filters to the report.
  • Recipients - Specify the recipient addresses, subject, and body text of the email.

Starting the Schedule Reports Wizard

Reports can be scheduled to trigger at a specified day/time based on schedule. Schedule a report in one of two ways

  1. Right Click - Right click your selected report choosing 'Schedule Report'
  2. Schedule Report Icon - Highlight your selected report and click the 'Report Scheduling Options' button on the top of the left navigation pane. Select 'Schedule Report'.


The Schedule Report Wizard launches.

Recurrence

In the Recurrence Tab, give the schedule a name and format. Set the frequency at which you want the report to be executed and sent out. This recurrence can be a one-time, daily, weekly, monthly, or yearly delivery. A date range can also be set to give the report delivery a defined start and end date.

•Give the Schedule a Name and select an Export Type from the dropdown.

•For PDF reports, a Password may be set. The password may require a minimum number of upper/lowercase letters or numbers. To find out the required password strength, hover the mouse over the Password box.

•To execute and send the report immediately, check Execute Immediately.

•Schedule Time

o  Set the time of day the report should be executed by entering a time in the Schedule Time box.

o  Check Repeat every and then specify a time interval to have the schedule be sent on a recurring basis on the day(s) specified in as the Recurrence Pattern.

•Recurrence Patterns

o  Once – Specify to execute the report on a specific day or immediately.

o  Daily – Send the report every weekday or every set number of days.

o  Weekly – Send the report on specific days of the week.

o  Monthly – Set the day of the month to send the report.

o  Yearly – Set the day of the year to send the report.

•Range of Recurrence

o  Use the Range of Recurrence section to set a start date and an end date for the report schedule.


Filters

Depending on the report data group selected, fields for that data group will be available on the left navigation pane. Drag and drop or double click the field you wish to filter by. Use the filtering options to apply your filter.

Recipients

On the Recipients tab, enter the email address(es) for those recipients that should receive the scheduled report via email. Recipients do not need to be users on the project and can be any valid email address. By default the subject pulls the name of your report but can be edited as desired. The body of the email is also editable. 

With your schedule set, filters applied, and recipients specified, click 'Finish' to complete the schedule report. The report will be triggered when the date/time has been reached and an email sent to your recipients. The email will include an attachment of your report.

User Data Access

NOTE: If a user who has scheduled a report does not have access to the data that the report specifies, that data will not be included in the report. Example; User A creates a custom report with custom fields but does not give User B access to those custom fields. User B schedules the report that includes those custom fields. Although User B includes User A and User C as TO: recipients with CC: to himself, no data will be presented in the custom fields within the attached report on the received email by any user as User B did not have access to those fields to send that data out in a scheduled report.

Scheduled Reports

Once reports have been scheduled, they can be viewed by selecting that report and clicking the 'Report Scheduling Option' button on the top of the left navigation pane. Choosing 'Manage Scheduled Reports' will display all reports you have scheduled. Scheduled Reports can be monitored, edited, and removed using the Scheduled Reports tab. The following information pertains to scheduled reports.

  • Search Schedules.. - Use the Search Schedules box to return a list of scheduled reports that meet the entered criterion
  • Schedule Name - Lists the name of the schedule
  • Type - Displays the type of schedule (e.g. Once, Daily, Weekly, etc.)
  • Report Name - The name of the report used in the schedule
  • Last Execute Date/Next Execute Date - Displays the date and time that the report was triggered on schedule and the next date and time the report is scheduled. Reports that are scheduled once or to be sent immediately will not display a 'Next Execute Date'.
  • Status - Provides an indicator of the scheduled status (e.g. Ready, Completed)
  • Edit - Use the Edit icon to edit the schedule
  • Delete - Click the X button to delete the scheduled report.
  • Flush - Report schedules that have been completed or deleted are automatically flushed. Use the 'Refresh' button to verify that completed and deleted schedules have been flushed. Alternately, click the 'Flush' button to clear them.

Email Reports

Reports can be sent to a single recipient by right clicking on any report choosing 'Email Report'. Enter the email address of the recipient and select the format type for the attachment. The report will be emailed when completed.


 

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